This is a high functioning, hybrid role seeking a highly organized, detail-oriented and resourceful individual to provide executive-level pro-active support to the c-suite team combined with administrative duties of office management and front-desk reception duties by being the first point of contact for visitors, incoming calls and managing external vendors.
You will be organizing and coordinating administrative activities and office operations.
This role requires excellent organizational and communication skills, as well as the ability to prioritize and multitask while maintaining executive confidentiality at all times.Job Responsibilities:Administrative Duties:C-suite calendar management: Manage calendars for the CEO and COO, including scheduling meetings, 1:1 check-ins and coordinating with respective stakeholders and invitees.
Types of meetings include recurring bi-weekly operational meetings, monthly operational meetings, regional check-ins, HQ meetings, weekly check-ins, monthly P&L video calls and ad-hoc meeting requests from direct reports and organizational stakeholders.Flight search and booking: Searching, booking, checking-in and coordinating flight timings along with checking visa requirements and filing documents with the accounts/finance teams.
Frequent flight routes may include Singapore, Malaysia, India, Hong Kong and Germany.Organize agenda for HQ & regional leadership conferences: Tasks include booking meeting rooms, reserving restaurants, preparing agendas, arranging accommodations for attendees and collating presentation decks from stakeholders, with follow-ups and notes as needed.Taking notes and meeting minutes: Assist in tracking team deliverables, reminding deadlines and prioritizing next steps by taking notes in meetings, listening and comprehending discussions, and asking questions when in doubt.Organize, maintain and update executive documents: Provide administrative support, organize documents in shared folders, and handle sensitive information such as c-suite expense reimbursements, visas, and invoice processing with discretion.Communicate and coordinate appointments, venue addresses and meeting locations with the CEO's driver.Manage lunch and coffee orders and provide support in making restaurant reservations for executive meetings.Office Management Duties:Manage and coordinate administrative functions, such as organizing office filing systems for accessibility.Oversee office facilities to ensure a clean, safe, and productive work environment.Coordinate office maintenance, repairs, and equipment upgrades with the building management team and external vendors.Partner with HR to develop and implement office policies and procedures to enhance efficiency, including ordering business cards, office badges, and managing claims.Prepare and coordinate with HR on office arrangements for engagement activities (e.g.
Townhalls) and support with ordering F&B, decorations, etc.Front-desk Reception Duties:Welcome visitors such as clients and external stakeholders, coordinating with internal teams to escort them to meeting rooms.Receive phone calls from external stakeholders and inquiries.Organize and distribute courier, mail, and PR packages to relevant teams.Support the circulation team with magazine distribution and coordinate deliveries with office support staff.Requirements:Bachelor's degree in Business English, Marketing or a related field.This is a full-time, 5-days in-office position with an occasional hybrid work schedule.Excellent language skills in written and spoken English and Thai.3+ years of experience in marketing support and executive-level support.Strong communication and comprehension skills with the ability to understand complex discussions and breakdown next steps.Ability to problem-solve, multitask, prioritize, and meet deadlines in a fast-paced environment while maintaining confidentiality.Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, MSTeams).Familiarity with image tools such as Canva and productivity applications is a plus.About Us:BurdaLuxury is one of Asia's most vibrant and progressive independent media houses.
Our portfolio includes successful regional publishing brands in lifestyle and luxury markets across Hong Kong, India, Malaysia, Singapore, and Thailand.
Print publications include AUGUSTMAN, HELLO!
Magazine Thailand, Prestige, and PIN Prestige.
Digital offerings include Lifestyleasia.com, Augustman.com, PrestigeOnline.com and PinPrestige.com.
BurdaLuxury is part of the Hubert Burda Media family, one of the largest media companies in Germany, active in 16 countries, employing more than 11,000 people and publishing around 500 products.
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